April 7, 2016 - Finance and Facilities Committee Meeting Minutes

Committee Members Present:

Ms. Trish Fulton (Committee Chair)
Mr. Marcel Meyer
Mr. Ian Peer
Mr. Jesse Helmer
Ms. Joanne Vanderheyden

Others Present:

Dr. Christopher Mackie, Medical Officer of Health and CEO
Ms. Elizabeth Milne, Executive Assistant to the Board of Health & Communications (Recorder)
Mr. Jordan Banninga, Manager, Strategic Projects
Ms. Laura Di Cesare, Director, Corporate Services
Mr. John Millson, Associate Director, Finance

At 9:02 a.m., Chair Fulton called the meeting to order.

Disclosure of Conflict(s) of Interest

Chair Fulton inquired if there were any disclosures of conflict of interest to be declared. None were declared.

Approval of Agenda

 It was moved by Mr. Peer, seconded by Ms. Vanderheyden that the AGENDA for the April 7, 2016 Finance and Facilities Committee meeting be approved. Carried

Approval of Minutes

 It was moved by Mr. Peer, seconded by Mr. Meyer that the MINUTES from the March 3, 2016 Finance and Facilities Committee meeting be approved. Carried

New Business

Physical Assets and Facilities Update (Report No. 010-16FFC)

Mr. Helmer arrived at 9:09 a.m.

Mr. Jordan Banninga, Manager, Strategic Projects presented the MLHU Relocation Project Plan and answered questions.

Discussion ensued about the following items:
• The city’s transit plans and how they may relate to the Health Unit’s location moving forward.
• The one-time funding request (Appendix B), submitted in March 2016.
• Fees associated with weighing the buy, build, lease options and the importance of public consultations in this process.

Chair Fulton requested that the Committee consider the commitment that may be required at points in the relocation process in order to inform discussion on the Terms of Reference later in the meeting.

It was moved by Ms. Vanderheyden, seconded by Mr. Helmer that the Finance and Facilities Committee:
1. Receive Report No. 010-16FFC Re: Middlesex-London Health Unit Relocation for information
2. Receive Appendix B re: one-time funding requests submitted to the Ministry of Health and Long-Term Care and,
3. Approve proposed Middlesex-London Health Unit Relocation Project Plan (Appendix A).

Carried

2016 Board Member Remuneration (Report No. 011-16FFC)

It was moved by Mr. Peer, seconded by Mr. Helmer, that the Finance & Facilities Committee make recommendation to the Board of Health to increase the Board of Health member compensation rate for a half day meeting to $149.25 retroactively to January 1st, 2016. Carried

Terms of Reference – Revisions (Report No. 012-16FFC)

Dr. Mackie and Ms. Di Cesare summarized the FFC Terms of Reference revisions and answered questions.

Discussion ensued about separating facilities work from the finance committee, moving forward.
The Committee felt they were able to commit the necessary time to support this work and are well equipped with the background knowledge to give the Board advice on facilities going forward.

Additional discussion ensued about the following items:
• Membership timelines and the appointment process.
• Changing wording to reflect that the Committee sits until after the budget cycle.
• The feasibility of bringing the budget to the Board of Health for approval by the end of the calendar year versus the fiscal year.

It was moved by Mr. Meyer, seconded by Mr. Peer, that the Finance & Facilities Committee:
1) Receive Report No. 012-16FFC for information; and
2) Recommend that the Governance Committee recommend to the Board of Health approval of the revised Terms of Reference attached as Appendix A.
Carried

Confidential

It was moved by Mr. Meyer, seconded by Mr. Peer that the Finance and Facilities Committee approve minutes from its March 3, 2016 in-camera session. Carried

Other Business

The next meeting date was changed to Tuesday May 3, 2016 at 10:00 a.m. due to quorum.

Adjournment

 At 10:22 a.m. Chair Fulton adjourned the meeting.

Trish Fulton
Committee Chair

Christopher Mackie
Secretary-Treasurer